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    Operational Consultant - Johannesburg, South Africa - Jobking

    Jobking
    Jobking Johannesburg, South Africa

    1 week ago

    Default job background
    Full time
    Description
    Introduction...

    Alexander Forbes is looking for an Operational Consultant to provide administrative support to management and the company through conducting and organizing administrative duties and activities including supporting the consultant team and handling of basic client queries.

    Minimum Requirements...
    Matric
    Wealth management
    Bcom Degree/BA Law advantageous
    CFP/CFA advantageous
    FAIS accreditation advantageous
    Working experience in a secretarial role
    Strong administration background
    Good typing and dicta typing skills – 40 wpm skills
    Strong Computer literacy
    Strong written and communication skills
    Job Specification...
    Position requires an individual with a minimum Matric, good coordinating and administration skills. Client serving persona with good communication skills.


    Key Performance Area:
    Managing and monitoring filing system

    Set up and maintain filing system
    Managing master files
    Managing and monitoring SharePoint & CRM
    Responsible for metro filing documents and the process thereof
    Keep management committee registers up to date
    Meetings, minutes and agendas

    Coordinating and manage all internal and external meetings
    Arrange and confirm appointments with clients to determine dates for relevant meetings
    Arranging boardroom bookings and refreshments for clients
    Arranging conference calls
    Collecting clients from reception and directing them to the relevant meeting rooms
    Drafting and collating of agenda's for Trustee, Investment, Audit and Staff meetings for consultants and ensuring adherence to timelines
    Drafting of minutes, letters, reports, presentations etc
    Requesting and follow-up of all reports/documents for inclusion in agenda packs
    Distribution of agenda packs
    Office coordination

    Ordering of stationery and keeping control of expenses
    Making the necessary arrangements when staff leave and join the department i.e. Ordering/returning equipment, telephone set-up, induction, stationary, access cards and parking arrangements
    Diarise and remind staff of all upcoming announcements and events taking place
    Responsible for logging calls with maintenance departments for faulty equipment e.g. Minolta, general maintenance/facilities
    Organizing travel arrangements i.e. booking air ticket/car-hire, accommodation, shuttle service etc
    Collecting and distribution of mail
    Emailing of communication to management committee members
    Communicate verbally and in writing to answer inquiries and provide information
    Managing of electronic diary
    Planning, organising and managing internal and external events
    Administration

    Prepare and manage correspondence, reports and documents
    Take, type and distributing minutes
    Taking dictation
    Assisting in preparing presentations
    Formatting presentations, tenders, reports and letters
    Collating agenda packs and binding (formatting, printing, arranging in order and binding)
    Creating spreadsheets and managing databases.
    Updating staff static information, client telephone contacts, client database information
    Issuing standard documents, such as quarterlies, surveys, etc timorously to clients etc.
    Finance

    Processing of travel claims
    Identify budgeted rand value amount for each lunch, cocktail function etc
    Arranging signature and payment of invoices
    Self Development and Management

    Display self awareness and insight into areas of strength and development
    Remain abreast of new innovations and technologies in the industry
    Contribute towards team efficiency and team dynamics/spirit
    Development knowledge of the employee benefits industry and investment matters
    Acquaint oneself with relevant legislation i.e. Pension Funds Act, Taxation, FAIS Act etc
    Keep abreast of changes in employee benefits industry
    Inter-Department and Consultant Relationships
    Contribution to the team
    Assist the consultant in maaging funds

    Deal with external queries telephonically, by written correspondence or visits, as required or approved by the consultant.
    Taking queries from members
    Liaising .with other internal departments
    Communication to members, - draft communications, distribute information booklets, liaising with couriers of companies
    Communication

    Ensure that all relevant departments are aware of management committee and ad-hoc meetings dates, and that they kept informed of subsequent changes, ensure that each department is aware of exactly what is required of them for these meetings, and ensure that the requirements are met timeously'

    Communicate client instructions, problems or queries raised to all relevant departments, either by telephone, visit, memo or email, ensuring that a record is placed on file and that the matter is satisfactorily dealt with.

    Technical and Behavioural Competencies

    Technical

    Advanced typing skills
    Advanced MS Office skills
    Excellent oral & written communication skills
    Knowledge of administrative and clerical procedures
    Knowledge of business principles
    Proficient in spelling, punctuation, grammar and other English language skills
    Proven experience of producing correspondence and documents
    Excellent oral & written communication skills
    Behavioural (Interpersonal and Intrapersonal)

    Accuracy & Attention to Detail
    Coordinating and prioritizing
    Confidentiality
    Excellent Orientation
    Planning and Organised
    Stress management
    Deadline driven
    Result and Solution Focused
    Responsible & accountable
    Customer Service Orientation
    Relationship Building
    Teamwork
    Assertive
    Attention to Detail
    Deadline driven
    Assertive
    Personal Growth Orientation (continuous self improvement)
    Result and Solution Focused
    Resilient
    Cognitive

    Problem solving skills

    Apply Here
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